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Hints, tips and ideas for today's busy PA/EA and VA. Debbie Grimshaw

Brother-ly love

Debbie Grimshaw is Executive Assistant to Phil Jones, managing director at technology company? Brother UK. She is an active member of the Manchester PA Network and was runner up in 2014's PA Contributor of the Year for National PA Day.

"There hasn't been a more exciting, yet busy, time to be a PA/EA. The role has changed significantly over the last 10 years and continues to change, reflecting the more wideranging scope of duties as the right hand person to the organisation's leader.

"As a result, the need to stay very organised, connected and efficient is key. Modern leaders use different tools and are more mobile, meaning you have to adapt new methods of working and use the right platforms, tech and hacks to stay on top of things," says Debbie.

Here are Debbie's Top Tips for running the busy executive office of a high profile person.

1. Shared folders allow us to collaborate in one electronic workbook and sync up across multiple devices. This is essential when organising last minute events when things can change very quickly.

2. Colour coding appointments in the diary. Given the large amount of time Phil spends outside the office, his diary is constantly moving and very fluid. Coding the calender gives an immediate reference point as to his movements and need for travel arrangements.

3. Web conferencing application. The ability to hold a quick face to face conversation when reviewing something important is key.

4. Keeping an eye on his Twitter feed. Ensuring that I'm up to speed with the external messaging, people he meets or places he goes so that any actions can be highlighted quickly. …